Facility space management software is the record of what floor a building has and what each part of it is used at, and facility space management is the discipline of keeping that record honest. A space management program is the decision to run the discipline rather than reconstruct the inventory every time a lease or a reorganisation asks for it; space and facilities management, space management in facilities management and workplace space management are the same job named from different desks; and building space management software and office facilities management are the same record at the scale of one building or one floor. This guide is the record, the program around it, and the three figures the free worksheets on this site work from it with no account.
The inventory: every space with an area, a use and an assignment
Buildings, floors, rooms and desk positions, each with its square footage, its use (desk, meeting, support, plant) and who or which team it is assigned to. This is the denominator under every space figure: utilization is attendance over the desks in it, cost per person is rent over the people it seats, and the case for releasing a floor is this list with the attendance laid over it. Facility space management software that keeps the inventory loosely produces figures nobody can check.
The use laid over it
Attendance counts filed against the floor turn the inventory into a utilization map: 140 desks with 84 in on an average day is 60%, 126 on the busiest day is 90%, 12,000 square feet over 84 people is 142.9 square feet per person actually in, and 14 desks are spare. Kept week by week, the map is the evidence behind a space decision; the free space utilization worksheet works any one week from the counts you enter.
The space management program: keeping it, not rebuilding it
A program is the difference between an inventory that exists and one that is true: a named owner, the counts filed weekly, the allocation updated when a team moves, the desk list updated when a desk goes. Space management in facilities management fails not for lack of software but because the inventory was built once for a project and never touched again. HardFM Pro keeps the inventory, the allocation and the counts against the building for $24 a month for the whole team, and exports them so the program survives a change of software.
Building space management software versus office facilities management
The same record at two scales. Building space management software carries several floors and the plant and support spaces between them; office facilities management is one floor with its desks, its rooms and its two contractors. The arithmetic is identical: 120 people at 7 desks per 10 and this site's worked allowances need 10,425 square feet whether the floor is one of twelve or the only one. The office space per person worksheet works it free at either scale.
Questions people ask about facility space management software
What does facility space management software keep?
The inventory of floors, rooms and desks with areas, uses and assignments, the attendance laid over it week by week, and the figures worked from the two: utilization, square feet per person, desks spare, the space a headcount needs. HardFM Pro keeps the record; the worksheets work the figures free.
What is a space management program?
The decision to keep the inventory true rather than rebuild it: a named owner, weekly counts, the allocation updated on every move, the desk list updated when a desk goes. Software helps; the program is the discipline.
Is building space management software different from office facilities management software?
Only in scale. Several floors and the spaces between them, or one floor with its desks; the record and the arithmetic are the same, and HardFM keeps both at one flat price.